§  Plan and organize meetings, events, and conferences, including booking meeting rooms and arranging refreshments as needed.

§  Coordinate logistics to ensure all events run seamlessly, meeting the organization's standards quality and efficiency.

§  Manage vendor relationships to ensure the timely availability of office and program supplies in line with organizational policies.

§  Conduct annual vendor validation, maintain a comprehensive vendor database, and evaluate vendors post-delivery of goods or services.

§  Support procurement processes, ensuring thorough documentation from the initiation of purchase requests to vendor payments after satisfactory delivery of goods and services.

§  Maintain insurance and AMC records for all office assets and services, ensuring timely renewals.

§  Manage administrative budgets, track expenses, and process invoices.

§  Support in preparing and completing expense reports to facilitate transparent financial tracking and reporting.

§  Support in ensuring the smooth day-to-day functioning of the office by effectively managing resources and supplies.

§  Monitor and maintain inventory levels to avoid shortages, ensuring uninterrupted office operations.

§  Manage the inward register of couriers, payments and advance requests and share it with finance and accounting team for further payments.

§  Arrange travel and accommodation for staff, consultants, and board members, adhering strictly to the organization's travel policy.

§  Manage travel logistics, including ticket bookings (air, rail, road), visa formalities, and accommodations for both domestic and international trips.

§  Oversee logistics for national and international visitors, ensuring a positive and well-organized experience.

§  Update and manage the fixed asset register, conducting physical verifications at least once a year.

§  Verify bills for goods and services received and submit them to the finance team for timely payment processing.

§  Coordinate with the Finance & Accounting team to settle accounts related to travel agents, training programs, events, and regular office expenses.

§  Provide back-up administrative support in the absence of line manager.

§  Follow the organizational work plan and individual activity plan, ensuring deliverables are completed with quality and on time.

§  Uphold the mission/vision and values of Alliance India and work within its equal opportunities framework, demonstrating the behaviours and competencies appropriate for the position.